Key Topic 2: Hospitality
There is a great deal of variation in what is considered acceptable across countries and for the USA even across the different states. Therefore it is important to establish which regulations apply to each meeting and to adopt the strictest rules.
As a nominated signatory you should consider the venue, subsistence, travel and accommodation and any other associated costs. Consider not only the actual costs, but also the balance (hospitality to education, alcohol to food etc) and always consider the impression that might be given to others.
For third part meetings you won’t necessarily have control over the arrangements but you do need to consider the hospitality and impression given.
We will cover venues and subsistence, travel and accommodation in turn, but first consider this example about impression given.
Sponsorship of Irish Society of Urology meeting
In the UK a group of health professionals complained about sponsorship of a meeting of the Irish Society of Urology by several pharmaceutical companies. The meeting was held in the UK.
The first page of the scientific programme featured photographs of the very luxurious, 5 star venue and nearby attractions. The welcome message on the first page of programme read:
‘The social aspect of this meeting is extremely important and the two evening events promise great enjoyment. The unique opportunity to have our gala dinner in Stormont was one that we couldn’t pass over!’
Most of the second day of the meeting was dedicated to playing golf and leisure activities as clearly marked in the programme. However the delegates themselves paid for the golf.
On the back of the programme one of the companies had made this declaration:
An educational grant was provided by Allergan Ltd to the Irish Society of Urology to support this independent course. Allergan has had no involvement in the logistics, design or content of the course.
The other sponsoring companies were just listed.
Which of the following do you agree with?
- This venue cannot be used for this meeting as it is lavish and 5-star the Irish Society of Urology can hold its meetings wherever it wishes. However the question is whether that then makes it unsuitable for sponsorship by a pharmaceutical company.
- The declaration by Allergan makes their lack of involvement clear and so their sponsorship of this meeting is acceptable whilst it is true that company involvement should be made clear, this statement could not absolve Allergan of responsibility.
- Pharmaceutical companies should avoid sponsoring meetings such as this the venue alone would make this unacceptable, but there is almost a whole day of golfing activity which brings into question the balance of educational content etc.
- It is unwise to put images and descriptions of venues on meeting invitations since it is the educational content of a meeting that should be the attraction, there should not be need to describe the venue and its facilities in detail
Ruling
Taking all the circumstances into account it appeared to the Panel that the pharmaceutical companies listed on the back page of the programme had supported all the arrangements for the two-day meeting held at a luxurious venue with golf and a gala dinner. The Panel considered that the arrangements for the meeting as described in the programme and the impression given were unacceptable. The companies were ruled in breach of the UK Code.
